3.
What are reports?
An orderly and objective communication of
factual information that serves a business
purpose

4.
Business reports are systematic
attempts to answer questions and solve
problems. They include the following
activities.
PlanningPlanning ResearchResearch OrganizationOrganization PresentationPresentation
What Are Business Reports?

5.
Purpose of Business Reports
 A business report conveys information to assist in decision-
making. The report is the means to present this information.
 Some reports might present the actual solution to solve a
business problem; Other reports might record historical
information that will be useful to assist in future decision
making.
Either way, information is being "reported" that will be useful
in making decisions.
In order for the writer to have a clear understanding of why a report is
written, a written purpose sentence is essential. However for analytical
reports, you should give a problem statement before statement of
purpose.

6.
Problem Statement
It defines What your report is going to
investigate.
Asking the following questions can help you
define your problem statement:
What needs to be determined?
Why is this issue important?
Who is involved in this situation?
Where is the trouble located?
How did the situation originate?
When did it start?
(Refer to pg 394 Table 12.1)

7.
Statement of Purpose
It defines Why you are preparing the report,
and helps you keep the report to the point.
This purpose sentence could be written as either a
statement or a question. However it is more useful to
use an infinitive statement (to plus a verb) for
phrasing your purpose of statement.
For example:
 To determine ways to improve employee morale. (statement)
 To design a new procedure for the company’s annual inventory. (statement)
 Should new computers be purchased to replaced the older models? (question)
 Should the office arrangement be open or modular? (question)

8.
Steps in Writing a Routine
Business Report
 Your assignment will be to write a memo report to help solve a business-related problem.
 Think of a job you currently have (or have had in the past). Is there something you would change? Have you noticed a
procedure or on-going situation that could be improved? Perhaps new equipment is needed or the physical layout is
inefficient. Perhaps the work flow needs to be revised or company policy needs to be reevaluated. I'm sure there is
something you would like to see improved.
 Once you have a topic, you're then ready to start thinking in terms of a report. Don't decide on a solution right now. I want
you to go through some steps to come to the RIGHT solution.
 In creating your report, follow these steps:
Determine the Scope of the Report
Consider Your Audience
Gather Your Information
Analyze Your Information
Determine the Solution
Organize Your Report

9.
Determine the scope of the report
 A common fault of many reports is making the scope of a report too general or too vague. When you choose a subject for
a report, one of the first steps is to narrow the scope to a report length. Your statement of purpose should help you to limit
the scope.
 The scope of the report is defined by determining the factors which you will study. You need to limit the amount of
information you will gather to the most needed and most important factors.
 For example, factors to be studied to determine ways to improve employee morale might include:
Salaries
Fringe benefits
Work assignments
Work hours
Evaluation procedures
You could study many other factors relative to improving employee morale. Some may be important, and you may want to
consider them later. For any one report, however, a reasonable scope must be clearly defined by determining what factors
will be included.

10.
Consider Your Audience
 Unlike letters and memos, reports usually have a far wider distribution.
Many people may be involved in a decision-making process and have
need to read the information in the report.
 Your job is to make it easy for the reader. In order to make reading your
report easier, think in terms of the reader.

11.
Analyze Your Information
The purpose of the analysis is to make sense, objectively, out of the
information you have gathered. You will not want personal bias of any kind to
enter into the analysis.
 Information is compared and contrasted in an effort to try to find new ideas or
the best ideas. Separate facts and figures need to be interpreted by explaining
what they mean--what significance they have.

12.
Analyze Your Information-
For Example:
 If you were doing a study to determine which computer to buy for your office, you would
collect information on;
 The type of work you are currently doing in your office and the kinds of work you want to do.
 Then you would gather information on computers. This information might include cost,
compatibility, speed of operation, machine capacity, machine dependability, maintenance
availability, potential for upgrading, and other factors.
 Then you would compare and contrast (analyze) the different computers to determine how
well they can do what you want done, what their potential is, how dependable they are, and
so on. Once all the information is gathered, you are ready to determine solutions

13.
Determine the Solution
Based on your analysis, you will be then be ready to
offer a solution (or solutions) to the problem you have
been studying.
 Example: Which computer would be the best buy for the word processing center or what
office arrangement would be the best for effective work flow?

17.
 Introduction
 Identify the report and its purpose.
 Present a brief overview of the report’s organization, especially for longer reports.
 When readers are unfamiliar with the topic, briefly fill in the background details.
 Body
 Group facts or findings into three to five roughly equal segments that do not overlap.
 Organize by time, component, importance, criteria, convention, or some other method.
 Supply functional or talking heads (at least one per page) to describe each section.
 Use an informal, conversational writing style unless a formal tone is expected.
 Use bullets, numbered and lettered lists, headings, underlined items, and white space to
enhance readability.
Writing Informational Reports

18.
Summary/Conclusion
 When necessary, briefly review the main points and discuss what action will
follow.
 If relevant, express appreciation or describe your willingness to provide further
information.
Writing Informational Reports

31.
 Introduction
 Explain why the report is being written. For research studies, include the
significance, scope, limitations, and methodology of the investigation.
 Preview the report’s organization.
 For receptive audiences, summarize the conclusions and
recommendations.
 Findings
 Discuss the pros and cons of each alternative. For receptive audiences,
consider placing the recommended alternative last.
 Establish criteria to evaluate alternatives. In “yardstick” studies create
criteria to use in measuring each alternative consistently.
Writing Analytical Reports

35.
 Direct Reports
 Concludes and provides recommendation early in the report
 Generally taken up by more experienced and valued writers
 Pattern can also be applied for topics that are more commonly understood
Analytical Report-2

41.
Feasibility Report-2
 Announce decision early
 Description and back ground of the problem
 Benefits of the proposal
 Estimated cost to execute
 Time frame for execution
Example:
General motors setting up “Chevy Assembly Plant
in Pakistan”

42.
Yardstick Report-1
 Problem with Two-More Solutions
 Establishes criteria for comparison between alternatives
 Advantage is to compare the alternatives with the same criteria